Asset 1
logo
COVID-19 Resource Hub

 

 

 

COVID 19 Banner 14 FINAL

The NHS Electronic Staff Record (ESR) team has developed the COVID-19 Resource Hub to help and support organisations with their use of ESR during the pandemic. Working with national organisations in relation to workforce challenges during this time, we have responded by delivering system solutions to support organisations in their plans to manage the impact of COVID-19.

Recognising the impact the COVID-19 pandemic is having on the daily operations of the NHS, the functionality within ESR can help organisations manage a range of workforce challenges, including reporting staff sickness absence. The national ESR team is working hard to provide you with the tools you need to meet the current demands of the service. During these unprecedented times the ESR system can help you support your employees, managers and corporate teams.

This COVID-19 Resource Hub is designed to help you navigate directly to key information and guidance that will support you at this time.

Please Note: If you are an NHS Employee looking for local guidance about what to do if you have tested positive for Covid-19, you will need to contact your line manager or access your local intranet site. This Resource Hub does not include information about local NHS policies or guidance. 

If you are looking for guidance about accessing ESR, resetting your ESR Password or viewing you latest Payslip please visit our ESR Hub Website at https://my.esr.nhs.uk/dashboard/web/esrweb

 

Go direct to...    Employee Guidance v2               Manager Guidance v2                Applicant Guidance v2

 

COVID-19 User Notices

 

As the ESR system is developed to respond to the pandemic, changes to functionality are communicated through ESR User Notices.  Please find below the  ESR User Notices that directly relate to COVID-19.

All ESR User Notices can be accessed directly from the ESR Hub. https://my.esr.nhs.uk/

2022

2021

2020

December

10th December 2020: UN2975 - National e-Learning Changes Dec 2020

17th December 2020: RN459 - Release 47.3.2.0

23rd December 2020: UN2979 - Changes to National Competencies December 2020

 

November

30th November 2020 : UN2969 - National e-Learning Content Changes November 2020

 

September

24th September 2020: UN2950 - Inter Authority Transfer Process - Auto Initiation and the Applicant Dashboard Webinar

21st September 2020: UN2946 - Guidance on recording COVID-19 sickness

17th September 2020: RN449 - Guide to Enhancements and Changes Release 47 0 0 0 and 47 1 0 0

15th September 2020: UN2943 Learning Management Did you Know Webinar

7th September 2020: UN2941 Learning Certification Set Up Webinar

3rd September 2020: UN2939 - Payroll - Did You Know Webinar - Online Payslips

2nd September 2020: UN2938 - My Applicant Details Portlet and Applicant Dashboard

August 

 27th August 2020 : RN446 Guide to Enhancements and Changes Release 46.3.0.0

 

July 

14th July 2020 : UN2927 Rehire Ex Employee Webinar Further Availability

7th July 2020 : UN2925 Rehire Ex Employee Webinar

2nd July 2020 : RN441 Guide to Enhancements and Changes Release 46 1 1 0

 

June 

25th June 2020 : UN2917 Recording Temporary Registrants in ESR – NMC and HCPC

25th June 2020 : UN2916 Release 46 0 0 0 and 46 1 0 0 Notification of Downtime

23rd June 2020 : UN2915 New Values Added to the Related Reason List of Values

 

May 

19th May 2020 : UN2906 Advance Notification of Downtime June 2020 to December 2020

 

April 

30th April 2020 : UN2901 Ongoing Postponement of ESR Education Courses

21st April 2020 : UN2897 Updates to the Occupational Health Immunisations and Checks

21st April 2020 : UN2896 NMC Registrations during COVID 19

16th April 2020 : UN2895 ESR update about COVID 19 Resources

14th April 2020 : UN2892 AFC Average Pay element change for COVID-19 sickness

8th April 2020 : UN2891 Photo ID within ESR

7th April 2020 : UN2890 Streamlined Doctor in Training Interface – Mgmt April Rotations

3rd April 2020 : UN2888 Guidance for sickness payments during COVID 19

2nd April 2020 : UN2886 New Values Added to the Recruitment Source List of Values

2nd April 2020 : UN2885 Managing Pay Progression during the COVID 19 pandemic

 

March 

31st March 2020 : UN2883 National e Learning Changes March 2020

31st March 2020 : UN2882 COVID 19 Delivery of Payslips

27th March 2020 : UN2881 Open Absence Report (ESR Request)

27th March 2020 : UN2880 ESR Access over the Internet

26th March 2020 : UN2879 National e learning Content Coronavirus COVID 19 Resources

26th March 2020 : UN2878 Information regarding the rehire of ex-employees

24th March 2020 : UN2873 Delivery of ESR Printed Outputs

24th March 2020 : UN2872 ESR Update on the Impact of Coronavirus COVID-19

19th March 2020 : UN2870 Enabling SSP Payments without the Waiting Days

18th March 2020 : UN2868 Absence Reporting Relating to the Coronavirus COVID-19

13th March 2020 : UN2864 Absences Relating to the coronavirus COVID-19

12th March 2020 : UN2863 Postponement of ESR Education Courses March & April-2020

11th March 2020 : UN2862 ESR Business Continuity and Coronavirus COVID-19

ESR Leads

 

 

Are you aware of how to fully optimise the technology available in ESR to benefit your existing and future workforce at this challenging time? This section outlines a number of key tasks that enables you to configure ESR to benefit your organisation and its workforce.

ESR Leads, it may be useful for you to refer to the 'Corporate Teams' section on this page, as it contains specific information relating to their role that you may want to support and encourage.

How to implement Employee Self Service

Are you considering implementing Employee Self Service to support your workforce at this difficult time?  Implementing Employee Self Service would provide your employees with the ability to access personal, employment, absence, pay and training information at anytime on any mobile device.

Click on the image below for the step-by-step guidance, which has been designed to advise how best to implement Employee Self Service quickly during the COVID-19 pandemic. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Implementing ESS v1 

 

How to set up online only payslips & P60s

As per User Notice 2873 organisations are asked to consider the impact of not receiving paper outputs from ESR and to look at the option of enabling the ESR online payslip functionality for all of their employees, which will provide access to payslips and P60s over HSCN/N3 or the internet (W3).

Click on the image below for the step-by-step guidance on supressing paper payslips. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

To further support organisations, the View Events tab in the (BI) NHS Change Event Log Dashboard enables you to report on when an employee has viewed thier payslip or P60 via ESR Self Service.

Online Payslips v1 

How to set up remote access for your workforce

ESR Self Service gives the NHS workforce the ability to access ESR remotely at anytime, anywhere from all mobile devices.

Click on the image below for the step-by-step guidance, which outlines how to set up remote access for your employees, managers and professional ESR users. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Enabling Internet Access v2

 

How to reset user accounts and passwords

Employees have the ability to reset their password and request their ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk. However, after three failed attempts by a user to login via the internet (five attempts over HSCN/N3), the system will automatically lock their username account. In these circumstances, the account will require unlocking by the Local Systems Administrator within their organisation. Employees can check who is their Local Systems Administrator by using this link.

ESR User Manual v1

 

 

Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

 

 

 

As the number of organisations implementing Employee Self Service increases, so does the amount of employees that need additional support in accessing ESR, and responding to this in the current COVID-19 pandemic can present a challenge for NHS organisations. We recognise this and want to help so we have launched a range of new educational material for employees on this page.  To support organisations further we have also provided additional guidance for organisations, please click on the image below to access the guidance.

ESS Org Guide v11 no banner 

   

 

 

 

 

 

How to record COVID-19 related absence in the Absence Administration URP

We recognise the importance of recording absence correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR by a Professional User or in Manager/Supervisor Self Service.

Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Sickness Absence v1  

Corporate Teams

 

 

This is a challenging time for organisations to deliver their current corporate service functions due to staff shortages and pressure on the service. Use this section and the step-by-step guides to support your corporate teams and their activities.

Recruitment

In these unprecedented times organisations may need to bring inexperienced administrative staff to support and/or cover for their ESR colleagues. It is critical that these staff members know how to hire returning front line workers and other new starters to ensure that they are cleared to work, identified as ‘Return to NHS – COVID-19’ or ‘Students – COVID-19’ where appropriate and are paid correctly on time.

Click on the images below for step-by-step guidance for your Recruitment team. These guides outline the essential information on how to hire and/or rehire staff onto ESR and does not replace any existing local guidance already in place. Please note, these guides may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Guide to Re hiring Ex Employees v1   Recruitment v2

Professional Registration

In response to COVID-19 pandemic and the need to increase the available health and social care workforce to provide quality care, there is significant work underway to open up professional registration to enable these staff to practice.

We appreciate the need for organisations to capture this information on ESR and therefore are working on solutions to enable this to happen. Click on the image below for an update as to how professional registration is to be managed in ESR at this time.

Professional Registration v1 

Occupational Health

The Occupational Health Module in ESR includes the ability to record immunisation checks and health clearance for applicants and employees; these can then be transferred across NHS organisations via the Inter Authority Transfer (IAT) process.

**NEW May 2021** COVID-19 Vaccination Reporting

As previously communicated, Release 49.2 included an enhancement to enable Organisations to report on COVID-19 vaccinations through ESRBI. To further assist users the NHS ESR Central team have developed two new analyses which will be available within the NHS Workforce Profile Dashboard.

The reports are on two new pages: COVID-19 Vaccination Summary and COVID-19 Vaccination Detail. The summary provides a number of measures grouped by a range of fields including protected characteristics. The detail includes all COVID-19 vaccination fields as well as those found in standard workforce reports.

The reports are available to the following URPs only:

• XXX BI Administration

• XXX Occupational Health Administrator

 

 Recording of Covid Vaccinations

As per Release Notice 459 To assist Organisations identifying who has been administered the Covid-19 Vaccinations a new EIT called ‘COVID-19 Vaccinations’

The fields and values correspond with national guidance on required details for systems recording Covid-19 vaccinations to assure a common dataset across different systems and sectors. In order to enable the capture of the two required doses of the vaccination, the information is repeated to enable the second dose details to be entered within the same record.

Recording of Covid Assessments

As per User Notice 2897 the list of assesments and tests has now been expanded to include 'Coronavirus', thereby enabling organisations to record and report on this information securely in ESR.

Outlined below is the range of 6i (Submit Request) reports that are available for the holders of the Occupational Health User Responsibility Profile (URP). Please note these reports should only be run overnight. Click on the image below to access the User Manual guidance on these reports.

  • NHS OH Data Extract Report
  • NHS OH Individual Employee Summary Report
  • NHS OH Staff List by Individual Test or Immunisation

ESR User Manual v1

 

 

 

 

 

 

 

 

Click on the image below to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required) on how to record this information. Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

ESR User Manual v1

Learning

**New February 2021** New Supplementary Roles COVID 19

New suuplementary roles have been added to enable organisations to identify staff involved in their Covid response and monitor any additional training those staff may require.

RN466 Guide to Enhancements and Changes Release 48 3 0 0

 

Covid-19 Vaccination e-learning and national competencies added

To support organisations to ensure their Covid vaccinators have the training they need to undertake vaccinations safely, national e-learning has been developed and added to ESR. In addition National Competencies have been created to enable organisations to effectively monitor the number of vaccinators within their organisations. 

Covid E learning

For more information see the following User Notices

UN2969 - National e-Learning Content Changes November 2020

UN2975 - National e-Learning Changes Dec 2020

UN2979 - Changes to National Competencies December 2020

UN2981 - National e-Learning Changes - COVID-19 Vaccine Course

Employee Competency Profiles across VPDs

To support the streamlining of employees maintaining compliance where they have multiple employments or open applications across the NHS, a central process will run overnight to update national competency records across employers. When national competency records against a person are updated or added, the overnight process will check if the person affected has any additional current employments within ESR.

To qualify as an additional employment the person must have a person record seperate from the one where the competence change was recorded. This person record must have either an active assignment or an active application record at status 'Offer Accepted'. 

ESR User Manual v1 

 

Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

 

 

Reporting

**New February 2021** New Supplementary Roles COVID 19

New suuplementary roles have been added to enable organisations to identify staff involved in their Covid response.

RN466 Guide to Enhancements and Changes Release 48 3 0 0

 

NHS Emergency Planning Report

This report lists a range of personal and assignment details for all employee assignments meeting the selection criteria. The section may be carried out for employees with certain combinations of competencies and professional registrations. This is a 6i report available within the Submit Request section for HR Administration and HR Management URP holders. 

Emergency Planning 6i Report v1  

For further information and guidance please click on the images below.

Emergency Planning Guidance v1     ESR User Manual v1

 

 

 

 

 

 

 

Local and National Sickness Reporting

We recognise the importance of reporting on absence for local and national purposes at this time. ESR provides two ways to report on data either through the Business Intelligence (BI) tool or via Submit Request (6i) reports, please find below a summary of each.

Business Intelligence (BI) - There are a range of BI Absence Reports that support the reporting of COVID-19 related absences. Please be aware the data for these reports is extracted overnight each day for rpeorting in BI the following day.

Submit Request (6i) - The real-time 'NHS Open Absence' 6i report is available in HR Administration and Absence URPs as well as others. The report is designed to return all open absence only as at the Effective Date (default: Current Date) entered into the parameters. Users should make use of the additional parameters as required specifically when reporting on Coronavirus (COVID-19) absences.

Click on the 'Recording Absence for COVID-19' factsheet below for further information on the reports available, including links to step-by-step instructions.

Sickness Absence v1

 

 

 

 

 

 

 

 

Payslips and P60 View Reporting

To support organisations implementing online payslips and P60s, the View Events tab in the (BI) NHS Change Event Log Dashboard has been enhanced to enable you to report on when an employee has viewed their payslip or P60 via ESR Self Service. Please note, these events will be only be recorded from the 26th June 2020 when the functionality was released, historical data is not available.

 

 

 

 

Working Carers

Identifying and supporting working carers, particulary with the additional pressures of coping with the COVID-19 pandemic, is a key focus of the NHS England & NHS Improvement and Employers for Carers campaign to highlight the Working Carers Passport scheme.

It is essential for organisations to identify and track their working carers, so managers and HR teams can then work to ensure the support needed is available to them.

Identify Working Carers New 

Managers

 

 

You need to ensure your line managers with Manager/Supervisor/Administrator Self Service are able to undertake key transactions in ESR to support their workforce during COVID-19. Use the guidance in this section to help you support your managers.

What is the Manager Dashboard?

 Manager Dashboard ipad

The ESR Portal is the landing page for all ESR users. As a manager, in addition to the My ESR Dashboard, you also have access to the Manager Dashboard, this gives you access to a range of information to help you manage your teams. The Manager Dashboard is displayed for holders of Manager, Supervisor or Administrator Self Service URPs.

 

Click on the image below to take a tour of the Manager Dashboard.

MSS SSS ASS v1

How to access Manager Self Service via the internet (W3)

The manager, supervisor or administrator must already have Employee Self Service internet access before setting up internet access to the Manager Dashboard and functionality associated with their manager, supervisor or administrator responsibility. Once set, they select ‘Manage Internet Access’ on their ESR Portal on a work computer to register a mobile number. This is a two factor authentication process requiring a one-time passcode (OTP) being sent to their mobile phone number.

Once registered they can access ESR Self Service remotely whenever they need to, by clicking ‘Upgrade Access’ and entering the OTP sent to their registered device to authenticate each session thereafter.

Click on the image below for the step-by-step guidance within the Manager Dashboard.

MSS SSS ASS v1

How to make changes using Manager or Supervisor Self Service

ESR Manager and Supervisor Self Service enables you to view and apply changes to the ESR records of your team; the type of changes is dependent on whether you have Manager or Supervisor Self Service as outlined below:

  • Supervisor Self Service: absence, compliance, learning, PDRs, personal details, emergency contacts, access to ESR Business Intelligence reporting.
  • Manager Self Service: Includes all of the above and can additionally perform pay affecting changes including assignment changes (i.e. grade or hours), new hires and terminations.

Click on the image below for the step-by-step guidance on all changes available.

Managers How to guides v1

 

How to record COVID-19 related absence using Manager Self Service

It is essential absence is recorded correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR using Manager/Supervisor Self Service.

Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Please note, further guidance on how organisations can carry over employee's annual leave from one leave year to the next will follow shortly.

Sickness Absence v1

  

 

 

 

Employees

 

With an increasing need for employees to work at home, the ability for them to view and action key tasks within ESR Employee Self Service remotely is of the utmost importance. The section below provides a useful guide to employees using ESR at this time.

What is the ESR Portal?

 Employee Portal ipad

The ESR Portal (https://my.esr.nhs.uk)  is the gateway into ESR for all NHS employees and managers who use ESR. From the Portal you can access a range of portlets that display information that is important to you, whether you are a busy nurse or doctor, a manager responsible for a team or a core ESR user (e.g. Payroll or HR). 

 

The Portal is designed to work with the most popular browser and device combinations both on the hospital network (HSCN/N3) and the internet (W3).

Click on the image below for a tour of the Employee ESR Portal. 

 ESS v1

 

  

 

 

 

 ESR App

 

Remember, you can download the 'MyESR' App via your mobile device providers App store.

How to access ESR (including via the internet (W3))

Over 80% of NHS organisations have set up internet access to ESR for their workforce with username and password access. If you access ESR using a smartcard, you must first request internet access over an HSCN/N3 network connection. Once access is granted, you can then log into Employee Self Service over the internet using your username and password.

Click on the image below for the step-by-step guidance.

Request Internet Access

  

 

 

 

 

 

 

ESR App

 

Remember, you can download the 'MyESR' App via your mobile device providers App store.

 

 

 

You have the ability to reset your password and request your ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk.

How to view your Payslip & P60

Your latest and previous payslips and P60s are available on the ESR Portal using ESR Employee Self Service. Click on the pay date hyperlink in the portlet to see your most recent payslip.

Click on the images below for the step-by-step guidance.

Viewing Payslip v1

     Viewing P60 v1

     

How to view and/or update personal information and emergency contact details

You have the ability to view and update your personal information and emergency contacts details on the ESR Portal using ESR Employee Self Service.

Click on the image below for the step-by-step guidance on all actions that can be undertaken using ESR Employee Self Service.

Employees How to guides v1

     

How to complete e-Learning

The ESR Portal allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

Click on the image below for the step-by-step guidance.

How to play e Learning v1

  

 

 

 

Applicants

 

During the pandemic traditional methods of recruitment and on-boarding new starters may be difficult, therefore we have provided some useful guidance below on how ESR may be able to assist applicants and your corporate services teams.

How to access the ESR Portal

The ESR Portal (https://my.esr.nhs.uk) is the landing page for all ESR users.

Login using your ESR username and password, if unknown, click on the 'Forgotten | Request Username/Password | Unlock Account' link and follow the steps. 

Applicant Dashboard ipad 

 

Once logged into ESR the applicant will see the Applicant Dashboard.

 

 

 ESR App 

 

Remember, you can download the 'MyESR' App via your mobile device providers App store.

What is the Applicant Dashboard?

Applicant Dashboard ipad   

 

As an applicant, the user can see the Applicant Dashboard.

 

 

 This provides access to a range of functionality and information:

  • Applicant Checklist
  • Personal details
  • Training Compliance
  • Bank Account details
  • e-Learning
  • Equality and Diversity details

 

The Applicant Dashboard and the functionality it contains is designed for the purpose of confirming the accuracy of applicant data and updating as appropriate, viewing pre-employment checks and completing e-Learning prior to them becoming an employee. 

Click on the image below for a tour of the Applicant Dashboard.

Applicant v1

 

How to complete e-Learning

The Applicant Dashboard allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

Click on the image below for the step-by-step guidance.

How to play e Learning v1

 

 

 

 

 

Page Last Updated : 1st December 2020

Interim NHS People Plan

COVID-19 Resource Hub

 

 

 

COVID 19 Banner 14 FINAL

The NHS Electronic Staff Record (ESR) team has developed the COVID-19 Resource Hub to help and support organisations with their use of ESR during the pandemic. Working with national organisations in relation to workforce challenges during this time, we have responded by delivering system solutions to support organisations in their plans to manage the impact of COVID-19.

Recognising the impact the COVID-19 pandemic is having on the daily operations of the NHS, the functionality within ESR can help organisations manage a range of workforce challenges, including reporting staff sickness absence. The national ESR team is working hard to provide you with the tools you need to meet the current demands of the service. During these unprecedented times the ESR system can help you support your employees, managers and corporate teams.

This COVID-19 Resource Hub is designed to help you navigate directly to key information and guidance that will support you at this time.

Please Note: If you are an NHS Employee looking for local guidance about what to do if you have tested positive for Covid-19, you will need to contact your line manager or access your local intranet site. This Resource Hub does not include information about local NHS policies or guidance. 

If you are looking for guidance about accessing ESR, resetting your ESR Password or viewing you latest Payslip please visit our ESR Hub Website at https://my.esr.nhs.uk/dashboard/web/esrweb

 

Go direct to...    Employee Guidance v2               Manager Guidance v2                Applicant Guidance v2

 

COVID-19 User Notices

 

As the ESR system is developed to respond to the pandemic, changes to functionality are communicated through ESR User Notices.  Please find below the  ESR User Notices that directly relate to COVID-19.

All ESR User Notices can be accessed directly from the ESR Hub. https://my.esr.nhs.uk/

2022

2021

2020

December

10th December 2020: UN2975 - National e-Learning Changes Dec 2020

17th December 2020: RN459 - Release 47.3.2.0

23rd December 2020: UN2979 - Changes to National Competencies December 2020

 

November

30th November 2020 : UN2969 - National e-Learning Content Changes November 2020

 

September

24th September 2020: UN2950 - Inter Authority Transfer Process - Auto Initiation and the Applicant Dashboard Webinar

21st September 2020: UN2946 - Guidance on recording COVID-19 sickness

17th September 2020: RN449 - Guide to Enhancements and Changes Release 47 0 0 0 and 47 1 0 0

15th September 2020: UN2943 Learning Management Did you Know Webinar

7th September 2020: UN2941 Learning Certification Set Up Webinar

3rd September 2020: UN2939 - Payroll - Did You Know Webinar - Online Payslips

2nd September 2020: UN2938 - My Applicant Details Portlet and Applicant Dashboard

August 

 27th August 2020 : RN446 Guide to Enhancements and Changes Release 46.3.0.0

 

July 

14th July 2020 : UN2927 Rehire Ex Employee Webinar Further Availability

7th July 2020 : UN2925 Rehire Ex Employee Webinar

2nd July 2020 : RN441 Guide to Enhancements and Changes Release 46 1 1 0

 

June 

25th June 2020 : UN2917 Recording Temporary Registrants in ESR – NMC and HCPC

25th June 2020 : UN2916 Release 46 0 0 0 and 46 1 0 0 Notification of Downtime

23rd June 2020 : UN2915 New Values Added to the Related Reason List of Values

 

May 

19th May 2020 : UN2906 Advance Notification of Downtime June 2020 to December 2020

 

April 

30th April 2020 : UN2901 Ongoing Postponement of ESR Education Courses

21st April 2020 : UN2897 Updates to the Occupational Health Immunisations and Checks

21st April 2020 : UN2896 NMC Registrations during COVID 19

16th April 2020 : UN2895 ESR update about COVID 19 Resources

14th April 2020 : UN2892 AFC Average Pay element change for COVID-19 sickness

8th April 2020 : UN2891 Photo ID within ESR

7th April 2020 : UN2890 Streamlined Doctor in Training Interface – Mgmt April Rotations

3rd April 2020 : UN2888 Guidance for sickness payments during COVID 19

2nd April 2020 : UN2886 New Values Added to the Recruitment Source List of Values

2nd April 2020 : UN2885 Managing Pay Progression during the COVID 19 pandemic

 

March 

31st March 2020 : UN2883 National e Learning Changes March 2020

31st March 2020 : UN2882 COVID 19 Delivery of Payslips

27th March 2020 : UN2881 Open Absence Report (ESR Request)

27th March 2020 : UN2880 ESR Access over the Internet

26th March 2020 : UN2879 National e learning Content Coronavirus COVID 19 Resources

26th March 2020 : UN2878 Information regarding the rehire of ex-employees

24th March 2020 : UN2873 Delivery of ESR Printed Outputs

24th March 2020 : UN2872 ESR Update on the Impact of Coronavirus COVID-19

19th March 2020 : UN2870 Enabling SSP Payments without the Waiting Days

18th March 2020 : UN2868 Absence Reporting Relating to the Coronavirus COVID-19

13th March 2020 : UN2864 Absences Relating to the coronavirus COVID-19

12th March 2020 : UN2863 Postponement of ESR Education Courses March & April-2020

11th March 2020 : UN2862 ESR Business Continuity and Coronavirus COVID-19

ESR Leads

 

 

Are you aware of how to fully optimise the technology available in ESR to benefit your existing and future workforce at this challenging time? This section outlines a number of key tasks that enables you to configure ESR to benefit your organisation and its workforce.

ESR Leads, it may be useful for you to refer to the 'Corporate Teams' section on this page, as it contains specific information relating to their role that you may want to support and encourage.

How to implement Employee Self Service

Are you considering implementing Employee Self Service to support your workforce at this difficult time?  Implementing Employee Self Service would provide your employees with the ability to access personal, employment, absence, pay and training information at anytime on any mobile device.

Click on the image below for the step-by-step guidance, which has been designed to advise how best to implement Employee Self Service quickly during the COVID-19 pandemic. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Implementing ESS v1 

 

How to set up online only payslips & P60s

As per User Notice 2873 organisations are asked to consider the impact of not receiving paper outputs from ESR and to look at the option of enabling the ESR online payslip functionality for all of their employees, which will provide access to payslips and P60s over HSCN/N3 or the internet (W3).

Click on the image below for the step-by-step guidance on supressing paper payslips. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

To further support organisations, the View Events tab in the (BI) NHS Change Event Log Dashboard enables you to report on when an employee has viewed thier payslip or P60 via ESR Self Service.

Online Payslips v1 

How to set up remote access for your workforce

ESR Self Service gives the NHS workforce the ability to access ESR remotely at anytime, anywhere from all mobile devices.

Click on the image below for the step-by-step guidance, which outlines how to set up remote access for your employees, managers and professional ESR users. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Enabling Internet Access v2

 

How to reset user accounts and passwords

Employees have the ability to reset their password and request their ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk. However, after three failed attempts by a user to login via the internet (five attempts over HSCN/N3), the system will automatically lock their username account. In these circumstances, the account will require unlocking by the Local Systems Administrator within their organisation. Employees can check who is their Local Systems Administrator by using this link.

ESR User Manual v1

 

 

Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

 

 

 

As the number of organisations implementing Employee Self Service increases, so does the amount of employees that need additional support in accessing ESR, and responding to this in the current COVID-19 pandemic can present a challenge for NHS organisations. We recognise this and want to help so we have launched a range of new educational material for employees on this page.  To support organisations further we have also provided additional guidance for organisations, please click on the image below to access the guidance.

ESS Org Guide v11 no banner 

   

 

 

 

 

 

How to record COVID-19 related absence in the Absence Administration URP

We recognise the importance of recording absence correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR by a Professional User or in Manager/Supervisor Self Service.

Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Sickness Absence v1  

Corporate Teams

 

 

This is a challenging time for organisations to deliver their current corporate service functions due to staff shortages and pressure on the service. Use this section and the step-by-step guides to support your corporate teams and their activities.

Recruitment

In these unprecedented times organisations may need to bring inexperienced administrative staff to support and/or cover for their ESR colleagues. It is critical that these staff members know how to hire returning front line workers and other new starters to ensure that they are cleared to work, identified as ‘Return to NHS – COVID-19’ or ‘Students – COVID-19’ where appropriate and are paid correctly on time.

Click on the images below for step-by-step guidance for your Recruitment team. These guides outline the essential information on how to hire and/or rehire staff onto ESR and does not replace any existing local guidance already in place. Please note, these guides may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Guide to Re hiring Ex Employees v1   Recruitment v2

Professional Registration

In response to COVID-19 pandemic and the need to increase the available health and social care workforce to provide quality care, there is significant work underway to open up professional registration to enable these staff to practice.

We appreciate the need for organisations to capture this information on ESR and therefore are working on solutions to enable this to happen. Click on the image below for an update as to how professional registration is to be managed in ESR at this time.

Professional Registration v1 

Occupational Health

The Occupational Health Module in ESR includes the ability to record immunisation checks and health clearance for applicants and employees; these can then be transferred across NHS organisations via the Inter Authority Transfer (IAT) process.

**NEW May 2021** COVID-19 Vaccination Reporting

As previously communicated, Release 49.2 included an enhancement to enable Organisations to report on COVID-19 vaccinations through ESRBI. To further assist users the NHS ESR Central team have developed two new analyses which will be available within the NHS Workforce Profile Dashboard.

The reports are on two new pages: COVID-19 Vaccination Summary and COVID-19 Vaccination Detail. The summary provides a number of measures grouped by a range of fields including protected characteristics. The detail includes all COVID-19 vaccination fields as well as those found in standard workforce reports.

The reports are available to the following URPs only:

• XXX BI Administration

• XXX Occupational Health Administrator

 

 Recording of Covid Vaccinations

As per Release Notice 459 To assist Organisations identifying who has been administered the Covid-19 Vaccinations a new EIT called ‘COVID-19 Vaccinations’

The fields and values correspond with national guidance on required details for systems recording Covid-19 vaccinations to assure a common dataset across different systems and sectors. In order to enable the capture of the two required doses of the vaccination, the information is repeated to enable the second dose details to be entered within the same record.

Recording of Covid Assessments

As per User Notice 2897 the list of assesments and tests has now been expanded to include 'Coronavirus', thereby enabling organisations to record and report on this information securely in ESR.

Outlined below is the range of 6i (Submit Request) reports that are available for the holders of the Occupational Health User Responsibility Profile (URP). Please note these reports should only be run overnight. Click on the image below to access the User Manual guidance on these reports.

  • NHS OH Data Extract Report
  • NHS OH Individual Employee Summary Report
  • NHS OH Staff List by Individual Test or Immunisation

ESR User Manual v1

 

 

 

 

 

 

 

 

Click on the image below to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required) on how to record this information. Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

ESR User Manual v1

Learning

**New February 2021** New Supplementary Roles COVID 19

New suuplementary roles have been added to enable organisations to identify staff involved in their Covid response and monitor any additional training those staff may require.

RN466 Guide to Enhancements and Changes Release 48 3 0 0

 

Covid-19 Vaccination e-learning and national competencies added

To support organisations to ensure their Covid vaccinators have the training they need to undertake vaccinations safely, national e-learning has been developed and added to ESR. In addition National Competencies have been created to enable organisations to effectively monitor the number of vaccinators within their organisations. 

Covid E learning

For more information see the following User Notices

UN2969 - National e-Learning Content Changes November 2020

UN2975 - National e-Learning Changes Dec 2020

UN2979 - Changes to National Competencies December 2020

UN2981 - National e-Learning Changes - COVID-19 Vaccine Course

Employee Competency Profiles across VPDs

To support the streamlining of employees maintaining compliance where they have multiple employments or open applications across the NHS, a central process will run overnight to update national competency records across employers. When national competency records against a person are updated or added, the overnight process will check if the person affected has any additional current employments within ESR.

To qualify as an additional employment the person must have a person record seperate from the one where the competence change was recorded. This person record must have either an active assignment or an active application record at status 'Offer Accepted'. 

ESR User Manual v1 

 

Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

 

 

Reporting

**New February 2021** New Supplementary Roles COVID 19

New suuplementary roles have been added to enable organisations to identify staff involved in their Covid response.

RN466 Guide to Enhancements and Changes Release 48 3 0 0

 

NHS Emergency Planning Report

This report lists a range of personal and assignment details for all employee assignments meeting the selection criteria. The section may be carried out for employees with certain combinations of competencies and professional registrations. This is a 6i report available within the Submit Request section for HR Administration and HR Management URP holders. 

Emergency Planning 6i Report v1  

For further information and guidance please click on the images below.

Emergency Planning Guidance v1     ESR User Manual v1

 

 

 

 

 

 

 

Local and National Sickness Reporting

We recognise the importance of reporting on absence for local and national purposes at this time. ESR provides two ways to report on data either through the Business Intelligence (BI) tool or via Submit Request (6i) reports, please find below a summary of each.

Business Intelligence (BI) - There are a range of BI Absence Reports that support the reporting of COVID-19 related absences. Please be aware the data for these reports is extracted overnight each day for rpeorting in BI the following day.

Submit Request (6i) - The real-time 'NHS Open Absence' 6i report is available in HR Administration and Absence URPs as well as others. The report is designed to return all open absence only as at the Effective Date (default: Current Date) entered into the parameters. Users should make use of the additional parameters as required specifically when reporting on Coronavirus (COVID-19) absences.

Click on the 'Recording Absence for COVID-19' factsheet below for further information on the reports available, including links to step-by-step instructions.

Sickness Absence v1

 

 

 

 

 

 

 

 

Payslips and P60 View Reporting

To support organisations implementing online payslips and P60s, the View Events tab in the (BI) NHS Change Event Log Dashboard has been enhanced to enable you to report on when an employee has viewed their payslip or P60 via ESR Self Service. Please note, these events will be only be recorded from the 26th June 2020 when the functionality was released, historical data is not available.

 

 

 

 

Working Carers

Identifying and supporting working carers, particulary with the additional pressures of coping with the COVID-19 pandemic, is a key focus of the NHS England & NHS Improvement and Employers for Carers campaign to highlight the Working Carers Passport scheme.

It is essential for organisations to identify and track their working carers, so managers and HR teams can then work to ensure the support needed is available to them.

Identify Working Carers New 

Managers

 

 

You need to ensure your line managers with Manager/Supervisor/Administrator Self Service are able to undertake key transactions in ESR to support their workforce during COVID-19. Use the guidance in this section to help you support your managers.

What is the Manager Dashboard?

 Manager Dashboard ipad

The ESR Portal is the landing page for all ESR users. As a manager, in addition to the My ESR Dashboard, you also have access to the Manager Dashboard, this gives you access to a range of information to help you manage your teams. The Manager Dashboard is displayed for holders of Manager, Supervisor or Administrator Self Service URPs.

 

Click on the image below to take a tour of the Manager Dashboard.

MSS SSS ASS v1

How to access Manager Self Service via the internet (W3)

The manager, supervisor or administrator must already have Employee Self Service internet access before setting up internet access to the Manager Dashboard and functionality associated with their manager, supervisor or administrator responsibility. Once set, they select ‘Manage Internet Access’ on their ESR Portal on a work computer to register a mobile number. This is a two factor authentication process requiring a one-time passcode (OTP) being sent to their mobile phone number.

Once registered they can access ESR Self Service remotely whenever they need to, by clicking ‘Upgrade Access’ and entering the OTP sent to their registered device to authenticate each session thereafter.

Click on the image below for the step-by-step guidance within the Manager Dashboard.

MSS SSS ASS v1

How to make changes using Manager or Supervisor Self Service

ESR Manager and Supervisor Self Service enables you to view and apply changes to the ESR records of your team; the type of changes is dependent on whether you have Manager or Supervisor Self Service as outlined below:

  • Supervisor Self Service: absence, compliance, learning, PDRs, personal details, emergency contacts, access to ESR Business Intelligence reporting.
  • Manager Self Service: Includes all of the above and can additionally perform pay affecting changes including assignment changes (i.e. grade or hours), new hires and terminations.

Click on the image below for the step-by-step guidance on all changes available.

Managers How to guides v1

 

How to record COVID-19 related absence using Manager Self Service

It is essential absence is recorded correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR using Manager/Supervisor Self Service.

Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

Please note, further guidance on how organisations can carry over employee's annual leave from one leave year to the next will follow shortly.

Sickness Absence v1

  

 

 

 

Employees

 

With an increasing need for employees to work at home, the ability for them to view and action key tasks within ESR Employee Self Service remotely is of the utmost importance. The section below provides a useful guide to employees using ESR at this time.

What is the ESR Portal?

 Employee Portal ipad

The ESR Portal (https://my.esr.nhs.uk)  is the gateway into ESR for all NHS employees and managers who use ESR. From the Portal you can access a range of portlets that display information that is important to you, whether you are a busy nurse or doctor, a manager responsible for a team or a core ESR user (e.g. Payroll or HR). 

 

The Portal is designed to work with the most popular browser and device combinations both on the hospital network (HSCN/N3) and the internet (W3).

Click on the image below for a tour of the Employee ESR Portal. 

 ESS v1

 

  

 

 

 

 ESR App

 

Remember, you can download the 'MyESR' App via your mobile device providers App store.

How to access ESR (including via the internet (W3))

Over 80% of NHS organisations have set up internet access to ESR for their workforce with username and password access. If you access ESR using a smartcard, you must first request internet access over an HSCN/N3 network connection. Once access is granted, you can then log into Employee Self Service over the internet using your username and password.

Click on the image below for the step-by-step guidance.

Request Internet Access

  

 

 

 

 

 

 

ESR App

 

Remember, you can download the 'MyESR' App via your mobile device providers App store.

 

 

 

You have the ability to reset your password and request your ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk.

How to view your Payslip & P60

Your latest and previous payslips and P60s are available on the ESR Portal using ESR Employee Self Service. Click on the pay date hyperlink in the portlet to see your most recent payslip.

Click on the images below for the step-by-step guidance.

Viewing Payslip v1

     Viewing P60 v1

     

How to view and/or update personal information and emergency contact details

You have the ability to view and update your personal information and emergency contacts details on the ESR Portal using ESR Employee Self Service.

Click on the image below for the step-by-step guidance on all actions that can be undertaken using ESR Employee Self Service.

Employees How to guides v1

     

How to complete e-Learning

The ESR Portal allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

Click on the image below for the step-by-step guidance.

How to play e Learning v1

  

 

 

 

Applicants

 

During the pandemic traditional methods of recruitment and on-boarding new starters may be difficult, therefore we have provided some useful guidance below on how ESR may be able to assist applicants and your corporate services teams.

How to access the ESR Portal

The ESR Portal (https://my.esr.nhs.uk) is the landing page for all ESR users.

Login using your ESR username and password, if unknown, click on the 'Forgotten | Request Username/Password | Unlock Account' link and follow the steps. 

Applicant Dashboard ipad 

 

Once logged into ESR the applicant will see the Applicant Dashboard.

 

 

 ESR App 

 

Remember, you can download the 'MyESR' App via your mobile device providers App store.

What is the Applicant Dashboard?

Applicant Dashboard ipad   

 

As an applicant, the user can see the Applicant Dashboard.

 

 

 This provides access to a range of functionality and information:

  • Applicant Checklist
  • Personal details
  • Training Compliance
  • Bank Account details
  • e-Learning
  • Equality and Diversity details

 

The Applicant Dashboard and the functionality it contains is designed for the purpose of confirming the accuracy of applicant data and updating as appropriate, viewing pre-employment checks and completing e-Learning prior to them becoming an employee. 

Click on the image below for a tour of the Applicant Dashboard.

Applicant v1

 

How to complete e-Learning

The Applicant Dashboard allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

Click on the image below for the step-by-step guidance.

How to play e Learning v1

 

 

 

 

 

Page Last Updated : 1st December 2020